Step 1: Click on the Expenses tab at the top of the page.
You will be able to see a box entitled My Expense Claims. Here you will be able to keep track of any Expense claims that you have made and their Status.
To add a new claim:
Step 2: Click on the Add a New Claim button on the right hand side of the screen. A new screen will appear.
NOTE: By default, the name of the Expense form is given as the Month of the Expenses but you can amend this and call it something else if you wish to do so. Once you are happy with the name that you have given your Expense form, click on the Save button.
Step 3: A blank expense form will appear. You can now add the Expenses into your claim form by completing the fields under the Add an Expense Item heading.
Remember: If the expense is Project related, remember to complete the Project field so that the expense can be logged against the project. If the expense is not project related, leave the Project field blank.
Step 4: Complete all of the fields and click on the Save button. Your claim will then move up to the Claim Items section.
Step 5: Continue to add Expense items until they are all under the Claim Items list.
NOTE: It is possible to add a receipt into your expense claims by adding an attachment (such as a scanned receipt) into the expense item. However, this is not applicable with all categories of claims.
If you now click on the Expenses tab at the top of the screen, it will then show your new Expense claim listed as Open in the Status column under the My Expense Claims heading. As long as the status remains Open, you can continue to add additional Expenses into that claim sheet.
Step 6: Once your Expense claim form is complete, select the Submit Expense Claim button on the top right of the screen. A box will appear asking you if you wish to submit this claim or not. Click yes to submit the claim.
If you now click on the Expenses tab at the top of the page you will notice that the status of your Expense claim will now have changed from Open to Awaiting FIN Approval.
You will be able to monitor the status of your claim whilst it is being processed.
Should your Expense claim be rejected, CMAP will automatically send you an email to say that your Expenses have been rejected and the approver will be able to write notes explaining their decision.
If you need to go back into your Expenses to adjust them and resubmit them, this is still possible at this stage. A claim line item can be deleted at any stage by clicking on the 'X' at the end of the line.
NOTE: Should you wish to add any new categories of Expenses into your Expense form, this tool is found in the Admin tab on CMAP under the heading Expense Categories.